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Handbook editor pass - People (#5200)
* Handbook editor pass - People Corrected for content and copy. * Update handbook/people.md Co-authored-by: Eric <eashaw@sailsjs.com> Co-authored-by: Eric <eashaw@sailsjs.com>
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## Directly responsible individuals
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At Fleet we use the concept of directly responsible individuals (**DRI**s), a person who is singularly responsible for a given aspect of the open source project, the product, or the company.
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At Fleet, we use the concept of directly responsible individuals (**DRI**s). This person is singularly responsible for a given aspect of the open source project, the product, or the company.
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This person is responsible for accomplishing goals and making decisions about a particular element of Fleet.
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This person is accountable for accomplishing goals and making decisions about a particular element of Fleet.
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DRIs help us collaborate efficiently by knowing exactly who is responsible and can make decisions about the work they're doing.
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@ -51,9 +51,9 @@ For more developed thoughts about __spending guidelines and limits__, please rea
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### Reimbursements
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We provide all of our team members with Brex cards for making purchases for the company. If a team member pays for work-related expenses with their personal funds, Fleet will reimburse them.
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We provide all of our team members with Brex cards for making purchases for the company. Fleet will reimburse team members who pay for work-related expenses with their personal funds.
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Team members can request reimbursement through [Gusto](https://app.gusto.com/expenses) if they're in the US or [Pilot](https://pilot.co/) if they are an international team member. When submitting an expense report, team members need to provide the receipt, and a description of the expense.
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Team members can request reimbursement through [Gusto](https://app.gusto.com/expenses) if they're in the US or [Pilot](https://pilot.co/) if they are an international team member. When submitting an expense report, team members need to provide the receipt and a description of the expense.
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Operations will review the expense and reach out to the team member if they have any questions. When an expense is approved, the reimbursement will be added to the team member's next payroll.
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@ -61,9 +61,9 @@ Operations will review the expense and reach out to the team member if they have
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### Purchasing a company-issued device
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Fleet provides laptops for team members to use while working at Fleet. As soon as an offer is accepted, `eashaw` will reach out to the new team member to start this process. `Eashaw` will work with the new team member to get their laptop purchased and shipped to them.
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Fleet provides laptops for team members to use while working at Fleet. As soon as an offer is accepted, `eashaw` will reach out to the new team member to start this process. `eashaw` will work with the new team member to get their laptop purchased and shipped to them.
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Most of the team at Fleet use 16" MacBook Pros, but 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).
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Most of the team at Fleet uses 16" MacBook Pros, but 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).
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When selecting your new laptop, we ask that you optimize your configuration to have a large hard drive and be available for delivery or pickup quickly, without waiting for customization.
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@ -80,41 +80,41 @@ For team members working in jurisdictions that require certain mandatory sick le
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### Taking time off
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When you take any time off, you should follow this process:
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- Let your manager and team know as soon as possible. (e.g., post a message in your team's Slack channel)
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- Find someone to cover anything that needs covering while you're out. (i.e., meetings, planned tasks, unfinished business, important Slack/email threads, anything where someone might be depending on you)
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- Mark an all-day "out of office" event in Google Calendar for the day(s) you're taking off.
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- Let your manager and team know as soon as possible(e.g., post a message in your team's Slack channel).
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- Find someone to cover anything that needs covering while you're out(i.e., meetings, planned tasks, unfinished business, important Slack/email threads, anything where someone might be depending on you).
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- Mark an all-day "Out of office" event in Google Calendar for the day(s) you're taking off.
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This process is the same for any days you take off, regardless of whether it's a holiday or you just need a break.
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This process is the same for any days you take off, whether it's a holiday or you just need a break.
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### Holidays
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At Fleet, we have team members with various employment classifications in many different countries worldwide. Fleet is a US company, but we think you should choose the days you want to work and what days you are on holiday, rather than being locked into any particular nation or culture's expectation about when you should take time off.
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At Fleet, we have team members with various employment classifications in many different countries worldwide. Fleet is a US company, but we think you should choose the days you want to work and what days you are on holiday, rather than being locked into any particular nation or culture's expectation about when to take time off.
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When a team member joins Fleet, they pick one of the following holiday schedules:
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- **Traditional**: Based on the country where you work. Non-US team members should let their managers know the dates of national holidays.
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- **Traditional**: This is based on the country where you work. Non-US team members should let their managers know the dates of national holidays.
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**Or**
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- **Freestyle**: No set schedule, start with no holidays and add the days that are holidays to you.
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- **Freestyle**: You have no set schedule and start with no holidays. Then you add the days that are holidays to you.
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Either way, it's up to you to ensure that your responsibilities are covered and your team knows that you're out of the office.
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### New parent leave
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Fleet gives new parents six weeks paid leave. After six weeks, if you don't feel ready to return yet, we'll set up a quick call to discuss and work together to come up with a plan to help you return to work gradually or when you're ready.
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Fleet gives new parents six weeks of paid leave. After six weeks, if you don't feel ready to return yet, we'll set up a quick call to discuss and work together to come up with a plan to help you return to work gradually or when you're ready.
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## Meetings
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* At Fleet, meetings start whether you're there or not. Nevertheless, being even a few minutes late can make a big difference and slow your meeting counterparts down. When in doubt, show up a couple of minutes early.
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* It's okay to spend the first minute or two of a meeting to be present and make small talk if you want. Being all-remote, it's easy to miss out on hallway chatter and human connections that happen in [meatspace](https://www.dictionary.com/browse/meatspace). Use this time together during the first minute to say "hi"? Then you can jump into the topics being discussed.
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* Turning on your camera allows for more complete and intuitive verbal and non-verbal communication. Feel free to leave your camera on or to turn it off when joining meetings with new participants who you might not be familiar with yet. turn your camera on when you lead or cohost a meeting.
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* In an all remote company, “face time” matters. Remember: even if someone’s calendar is open, they have other work to do. Limiting (or batching up) internal meetings can enable longer, uninterrupted stretches of deep work.
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* It's okay to spend the first minute or two of a meeting being present and making small talk. Being all-remote, it's easy to miss out on hallway chatter and human connections that happen in [meatspace](https://www.dictionary.com/browse/meatspace). Use this time together during the first minute to say "Hi!" Then you can jump into the topics to be discussed.
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* Turning on your camera allows for more complete and intuitive verbal and non-verbal communication. Feel free to leave your camera on or to turn it off when joining meetings with new participants who you might not be familiar with yet. Turn your camera on when you lead or cohost a meeting.
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* In an all-remote company, “face time” matters. Remember: even if someone’s calendar is open, they have other work to do. Limiting (or batching up) internal meetings can enable longer, uninterrupted stretches of deep work.
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### Internal meeting scheduling
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Use the Google Calendar [find a meeting
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time](https://support.google.com/calendar/answer/37161?hl=en&co=GENIE.Platform%3DDesktop#zippy=%2Cfind-a-meeting-time)
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Use the Google Calendar "[Find a meeting
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time](https://support.google.com/calendar/answer/37161?hl=en&co=GENIE.Platform%3DDesktop#zippy=%2Cfind-a-meeting-time)"
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feature to coordinate meetings with Fleet team members. Enter the `@fleetdm.com` emails for each
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participant into the "Meet with..." box in Google Calendar, and the calendar availability for each
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participant will appear in your view. Then, when you select a meeting time, those participants will
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@ -125,16 +125,16 @@ communication overhead, especially when scheduling with multiple participants.
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It is important to [set your working
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hours](https://support.google.com/calendar/answer/7638168?hl=en&co=GENIE.Platform%3DDesktop) in
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Google Calendar and block out any personal time/events/PTO, so that team members do not inadvertently
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Google Calendar and block out any personal time/events/PTO so that team members do not inadvertently
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schedule a time when you are not available. Many team members use the free tier of
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[reclaim.ai](https://reclaim.ai/) to synchronize personal event times (without event details) into
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their work calendars. It is also common practice to block out time for focused work.
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#### Modifying an event organized by someone else
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To edit an event where someone else at Fleet is the organizer, you can first subscribe to their calendar in Google Calendar, then edit the event on their calendar. Your edits will automatically apply for all attendees.
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To edit an event where someone else at Fleet is the organizer, you can first subscribe to their calendar in Google Calendar, then edit the event on their calendar. Your edits will automatically apply to all attendees.
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> This works because every fleetie grants edit access to everyone else at Fleet as part of onboarding.
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> This works because every Fleetie grants edit access to everyone else at Fleet as part of onboarding.
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### External meeting scheduling
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@ -146,7 +146,7 @@ need a Calendly account, reach out to `@eashaw` via Slack.
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We use [Zoom](https://zoom.us) for virtual meetings at Fleet, and it is important that every team member feels comfortable hosting, joining, and scheduling Zoom meetings.
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Zoom settings are configured to be the same for all Fleet team members by default, but you can change your personal settings on your [profile settings](https://zoom.us/profile/setting) page.
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Zoom settings are the same for all Fleet team members by default, but you can change your personal settings on your [profile settings](https://zoom.us/profile/setting) page.
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Settings that have a lock icon next to them have been locked by an administrator and cannot be changed. Zoom administrators can change settings for all team members on the [account settings page](https://zoom.us/account/setting) or for individual accounts on the [user management page](https://zoom.us/account/user#/).
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@ -162,20 +162,22 @@ At Fleet, we do not send internal emails to each other. Instead, we prefer to us
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We use threads in Slack as much as possible. Threads help limit noise for other people following the channel and reduce notification overload.
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We configure our working hours in Slack to ensure everyone knows when they can get in touch with others.
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We configure our [working hours in Slack](https://slack.com/help/articles/360025054173-Set-up-Slack-for-work-hours-)to ensure everyone knows when they can get in touch with others.
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### Slack channel prefixes
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We have specific channels for various topics, but we also have more general channels for the teams at Fleet.
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We use these prefixes to organize the Fleet Slack:
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* ***g-***: for team/group channels. *(Note: "g-" is short for "grupo")*
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* ***g-***: for team/group channels *(Note: "g-" is short for "grupo")*.
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* ***oooh-***: used to discuss and share interesting information about a topic.
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* ***help-***: for asking for help on specific topics.
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* ***at*** or ***fleet-at***: for customer channels.
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## Performance feedback
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At Fleet, performance feedback is a continuous process. We give feedback (especially negative) as soon as possible. Most feedback will happen during 1:1 meetings, if not sooner.
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## People ops
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### Performance feedback
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At Fleet, performance feedback is a continuous process. We give feedback (particularly negative) as soon as possible. Most feedback will happen during 1:1 meetings, if not sooner.
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We evaluate and update compensation decisions yearly, shortly after the anniversary of a team member's start date.
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@ -190,7 +192,7 @@ We evaluate and update compensation decisions yearly, shortly after the annivers
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4. After compensation has been determined, create two documents for the candidate:
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- [Exit scenarios (template)](https://docs.google.com/spreadsheets/d/1k2TzsFYR0QxlD-KGPxuhuvvlJMrCvLPo2z8s8oGChT0/copy)
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- [Informal offer email (template)](https://docs.google.com/document/d/1zpNN2LWzAj-dVBC8iOg9jLurNlSe7XWKU69j7ntWtbY/copy).
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- [Informal offer email (template)](https://docs.google.com/document/d/1zpNN2LWzAj-dVBC8iOg9jLurNlSe7XWKU69j7ntWtbY/copy)
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Change the name of the documents accordingly (e.g., "[candidate's name]'s a copy of exit scenarios") and link to the exit scenarios spreadsheet from the offer email.
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@ -208,7 +210,7 @@ We evaluate and update compensation decisions yearly, shortly after the annivers
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7. Once both documents are complete, share the offer email draft, exit scenarios copy, and a link to the compensation decision, with Eric for confirmation.
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8. After Eric confirms that everything is correct, Mike or Zach will send the offer email. The offer email is copied directly from Google drive and sent to the candidate. When they send the offer, Mike or Zach will edit the permissions of the exit scenarios sheet and share with the candidate.
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8. After Eric confirms that everything is correct, Mike or Zach will send the offer email. The offer email is copied directly from Google drive and sent to the candidate. When they send the offer, Mike or Zach will edit the permissions of the exit scenarios sheet and share it with the candidate.
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>**_Note:_** *When hiring an international employee, Pilot.co recommends starting the hiring process a month before the new employee's start date.*
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@ -220,12 +222,12 @@ We evaluate and update compensation decisions yearly, shortly after the annivers
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3. Eric reaches out to the new team member via email to get any information he will need to prepare an agreement and add them to our payroll system.
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- **For US team members**: Eric will send the new team member's agreement through [Docusign](https://www.docusign.com/).
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- **US team members**: Eric will send the new team member's agreement through [DocuSign](https://www.docusign.com/).
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After signing and storing an in the correct Google Drive folder, Eric will invite the new team member to onboard in [Gusto](https://www.gusto.com/). Eric will reach out to them if the new team member is a W-2 employee and schedule an I-9 verification meeting.
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>*If we're hiring in a new state, we'll have to register for state taxes and unemployment. This process can usually be handled by Gusto.*
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- **For international team members:** Eric enters the new team member's information into [Pilot](https://pilot.co/) to kick off their hiring process. Pilot creates an agreement for the new team member, and Eric reviews it to make sure that everything looks correct. After Eric confirms the information about the new hire Pilot invites the new team member to enter the rest of their information and informs Eric via email when the agreement has been signed.
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- **For international team members:** Eric enters the new team member's information into [Pilot](https://pilot.co/) to kick off their hiring process. Pilot creates an agreement for the new team member, and Eric reviews it to ensure that everything looks correct. After Eric confirms the information about the new hire, Pilot invites the new team member to enter the rest of their information and informs Eric via email when the agreement has been signed.
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4. **As soon as we have a signed agreement with a new team member:** Eric reaches out to the new team member to provide them with a [work device](#purchasing-a-company-issued-device) and a pair of [YubiKeys](./security.md#hardware-security-keys). The new team member will be asked to send Eric a screenshot or link to their preferred device and configuration. Eric orders their device and Yubikeys using his Brex card and has them shipped directly to the new team member.
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@ -234,7 +236,7 @@ We evaluate and update compensation decisions yearly, shortly after the annivers
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5. **Two weeks before their first day at Fleet:** Eric creates a [Google Workspace account](https://admin.google.com/ac/users) for the new team member and invites them to join the [FleetDM](https://github.com/fleetdm) GitHub organization.
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When the new team member's work email is active, Eric will send invitations to join Fleet's Slack and to create Fleet managed 1Password and Zoom accounts with their Fleet email. Eric sends the sign-in instructions to the new team member, accompanied by a brief explanation of the invitations sent.
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When the new team member's work email is active, Eric will send invitations to join Fleet's Slack and to create Fleet-managed 1Password and Zoom accounts with their Fleet email. Eric sends the sign-in instructions to the new team member, accompanied by a brief explanation of the invitations sent.
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6. **Before a new team member's first day:** Eric creates an onboarding issue in the [fleetdm/confidential](https://github.com/fleetdm/confidential/issues) GitHub repo for the new team member. Before creating the issue, Eric will go through it and comment on any steps that the new team member will not have to complete.
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@ -246,7 +248,7 @@ When a new team member joins Fleet, we create an onboarding issue for them in th
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We want to make sure that the new team member will be able to complete every task in their issue. To make sure the new team member is successful in their onboarding, we customize their issue by commenting on any tasks they won't need to complete.
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We believe onboarding and training should be taken seriously, and that the onboarding template is an essential source of truth and a good use of time for every single new hire. If managers see a step that they don't feel is necessary, they should make a pull request to the [onboarding template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/onboarding.md) and request a review from People operations.
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We believe onboarding and training should be taken seriously, and that the onboarding template is an essential source of truth and good use of time for every single new hire. If managers see a step that they don't feel is necessary, they should make a pull request to the [onboarding template](https://github.com/fleetdm/confidential/blob/main/.github/ISSUE_TEMPLATE/onboarding.md) and request a review from People operations.
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### Contributor experience training
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@ -254,8 +256,8 @@ During their first week at Fleet, new team members are asked to schedule a contr
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- make sure emails are going to get seen and responded to quickly.
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- make sure Slack messages are going to get seen and responded to quickly.
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- Make sure you know where your issues are tracked, which kanban board you use, what the columns mean.
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- Make sure you can succeed with submitting a PR with the github web editor, modifying docs or handbook, and working with markdown.
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- make sure you know where your issues are tracked, which kanban board you use, and what the columns mean.
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- make sure you can succeed with submitting a PR with the GitHub web editor, modifying docs or handbook, and working with Markdown.
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- talk about Google calendar.
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- give you a quick tour of the Fleet Google drive folder.
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@ -285,7 +287,7 @@ Once the agreement is sent, add a new row to the [advisory board spreadsheet](ht
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>**_Note:_** *Be sure to mark any columns that haven't been completed yet as "TODO"*
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When the agreement is completed, make sure it is in the correct Google Drive folder, and ask the new
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advisor to add us on [Linkedin](https://www.linkedin.com/company/71111416), [Crunchbase](https://www.crunchbase.com/organization/fleet-device-management) and [Angellist](https://angel.co/company/fleetdm).
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advisor to add us on [Linkedin](https://www.linkedin.com/company/71111416), [Crunchbase](https://www.crunchbase.com/organization/fleet-device-management), and [Angellist](https://angel.co/company/fleetdm).
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## Onboarding a new consultant
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@ -297,7 +299,7 @@ Then hit send! After all signatures are there, it will automatically be uploade
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We use Zapier to automate how completed DocuSign envelopes are formatted and stored. This process ensures we store signed documents in the correct folder and that filenames are formatted consistently.
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When the final signature is added to an envelope in Docusign, it is marked as completed and sent to Zapier, where it goes through these steps:
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When the final signature is added to an envelope in DocuSign, it is marked as completed and sent to Zapier, where it goes through these steps:
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1. Zapier sends the following information about the DocuSign envelope to our Hydroplane webhook:
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- **`emailSubject`** - The subject of the envelope sent by DocuSign. Our DocuSign templates are configured to format the email subject as `[type of document] for [signer's name]`.
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@ -321,13 +323,13 @@ When the final signature is added to an envelope in Docusign, it is marked as co
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### OKR Planning
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OKRs help inform what to prioritize, and communicate company goals while encouraging cross team collaboration.
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OKRs help inform what to prioritize and communicate company goals while encouraging cross-team collaboration.
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At the end of the quarter, and at key points throughout the quarter (every 3 weeks), we review the status of each OKR (depending on the KR, either 100% or ≥70% completion is considered "success")
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At the end of the quarter and key points throughout the quarter (every three weeks), we review the status of each OKR (depending on the KR, either 100% or ≥70% completion is considered "success")
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- Review topdown and departmental OKRs as they are turned in.
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- OKRs they are finalized 1 week from when topdown OKRs were initially reviewed.
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- Finalized OKRs are shared company-wide and at "all hands" and, at least to some degree, become public.
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- OKRs are finalized one week from when topdown OKRs were initially reviewed.
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- Finalized OKRs are shared company-wide and at the "All hands" meeting and, at least to some degree, become public.
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### 1:1 Mike:Sid Document Preparation
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@ -344,7 +346,7 @@ Every two weeks our CEO Mike has a 1:1 meeting with our Investor Sid and there a
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We're happy you've ventured a trip around the sun with Fleet. Let's celebrate!
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- Each Friday, if there are any upcoming workiversaries in the next 7 days, People Operations posts about them in #g-people and tags @mikermcneil to let them know.
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- Each Friday, if there are any upcoming workiversaries in the next seven days, People Operations posts about them in #g-people and tags @mikermcneil to let them know.
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## Slack channels
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