fleet/handbook/business-operations/ceo-handbook.md

CEO handbook

This page details processes specific to Mike McNeil, CEO of Fleet. Below are a list of processes the Executive Assistant collaborates with the CEO.

The CEO support team

EA to the CEO

Task	Description	Frequency
CEO e-mail management	Triage inbound communications, draft responses, flag actions	Daily, multiple times
General communications in #help-ceo slack channel	Triage inbound communications, draft responses, flag actions	Daily, multiple times
Schedule internal and external meetings for the CEO	Triage inbound communications, draft responses, flag actions	Daily, multiple times
Meeting requests in #-meetings and #help-ceo slack channels	Triage inbound communications, draft responses, flag actions	Daily, multiple times
Preparing agendas and content for CEO's meetings	Create and edit agenda, provide context, and contact information	PRN
Expenses for the CEO	Intake expense receipts	PRN
Ad-hoc requests from the CEO	Triage requests, prioritize actions, flag actions for further review	PRN
Total travel coordination for the CEO	Triage travel request, plan and coordinate flight, stay, and conceirge arrangements	PRN
Coordinate the weekly E-Group calendar events for the Executive team	Triage requests, agenda prep, flag actions, follow up	Weekly, PRN

CEO preferences

Scheduling with the CEO

Reach out to the EA to the CEO in #-meetings with the required details to book a meeting with the CEO. All meetings on Mike's calendar should be scheduled and vetted by the EA to the CEO.

• Please do not directly schedule a meeting onto Mike's calendar without confirming with the EA to the CEO in advance or unless requested directly from Mike.
• The CEO requires meetings to originate from his calendar and on his Zoom account.

Meetings before 9 am and after 6 pm Central require Mike's approval before scheduling. Please reach out to the EA to the CEO with your rationale for an exception.

• If Mike agrees to a meeting at 9 am or earlier, please schedule a block on his calendar on the previous day reminding him that he has a meeting before 9 am Central the following day.

Morning times should be held for team members and external folks whose timezones make it harder for them to meet later in the day.

• The EA to the CEO will confirm that recipients have accepted invites.
• If a recipient has not accepted, the EA to the CEO will reach out to confirm attendance at least 24 hours before the meeting is scheduled to begin.

Don't schedule over the Weekly E-group call unless approved by Mike.

• Refer to Mike's list of priorities in the Priority calls (internal doc).

All holds on Mike's calendar need a reason so he can judge when the hold might no longer apply.

Meeting agendas should be added to the calendar invite by copying and pasting the link in the top of the calendar invite description in this format: "Agenda:link".

Sales meetings are important. If the CEO can help the process, feel free to include him in the meeting by working with the EA to CEO on this.

• Please include the sales rep and solutions architect in this meeting.
• The person requesting the meeting should provide an agenda document to the EA at the time of their request to schedule.

Last minute changes or cancellations should be communicated to Mike via DM rather than public Slack messages or messages in a thread.

• If there is additional context to share, you can cross-post another Slack message as part of your DM.

CEO email management

TODO: let's rethink this. -Mike, March 2023

• Labels: /DOTO Mike, /FYI Mike, /EA is monitoring, /Signature needed
• Emails that need the CEO's attention should be "starred"
• EA should prepare draft responses, move drafts to the Inbox, and label

Travel preferences

Current preferences for flights are:

• Non-middle seat, anywhere
• Direct flight whenever possible
• Check a bag for all trips longer than five nights
• Add Brex card information for pre-flight snacks and drinks forms
• Frequent Flyer details of all (previously flown) airlines are in 1Password as well as important travel documents

#Help Mission Control slack channel

This channel is for the CEO to drop ideas and tasks for his executive leadership team. The name of this channel was carefully chosen to reflect how we'll work together to help visualize and execute the plans for Fleet.

• Labels: TODO, DOTO, FYI
• Mark requests with 👀 to indicate that you are working on the task
• Mark requests with ✅ to indicate that you completed the task

Contacting the CEO

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 urgent, send a Slack direct message (DM) right away.
• If it can wait, add your message to the "CEO office minutes" agenda (see "Office hours" calendar)
• 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.)

Why not mention the CEO in Slack threads?

Everyone who works at Fleet who reads and acknowledges every time they're mentioned in Slack, even in threads.

Except the CEO.

Why?

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. Too 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 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! 🙇

Prep work

All Hands prep

DISCUSS -mike, 2023-03

Every month Charlie will do the prep work for the monthly "✌️ All hands 🖐👋🤲👏🙌🤘" call.

1. In the "👋 All hands" folder, create a new folder using "yyyy-mm - All Hands - yyyy month name".
2. Download a copy of the previous month's keynote file and rename the copy with the same name used to create the new folder.
3. Update "🧑‍🚀 Welcome!" slide to reflect new hires since last month's All Hands meeting (pull this from the 🧑‍🚀 Fleeties spreadsheet using "name (pronoun), position".
4. If applicable Update "🦉 Welcome!" slide to reflect new investors or advisors using "name (pronoun), position, company".
5. If applicable Update "🤝 Welcome!" slide to reflect new customers.
6. Update slides that contain dates to reflect current All Hands date.
7. Update slides that contain metrics to reflect current information using the 🌈 Weekly updates doc.
8. If applicable Update Quarterly OKRs to reflect current OKR goals for the quarter.
9. Test that the transition on the last slides continue to work.
10. If applicable Add new customer's logo to final slide.
11. If applicable Add a "Star slide" for guest speakers.

The day before the All Hands, Mike will prepare slides that reflect the CEO vision and focus.

Calendar audit

As Fleet grows, time management for the CEO is more essential. Charlie will audit the CEOs calendar and set meeting notes for calls with external attendees. In the notes document include:

1. LinkedIn profile link of all outside participants
2. Company profile link
3. Context that helps the CEO to understand the purpose of meeting at a glance
4. Share the document with meeting participants

Additional product design review sessions are welcomed and a top priority for the CEO to get on the calendar quickly. Other internal meetings and blocked time can always be moved to make room. External meetings, travel, and personal commitments cannot be moved. To schedule, mention @Charlie in the #-meetings channel.

The CEO welcomes opportunities to support teams on customer calls. External meetings, travel, and personal commitments cannot be moved. To schedule, mention @Charlie in the #-meetings channel in Slack.

💻 Sid : Mike document preparation

Every two weeks, our CEO Mike has a 1:1 meeting with our Investor Sid. The CEO's EA (Tee) completes four parts while constructing the associated document.

• After the 1:1 meeting has happened, Tee makes a copy of the original document, labels it "yyyy-mm-dd Backup copy of 💻 Sid : Mike," and moves it to a private folder.
• Tee will change the permissions on the new copy to share it with Mike and Zach and set Mike to be the file's owner. If there are any agenda items labeled "TODO," Tee will comment in the backup copy to assign them to Mike.
• Tee prepares the original document by deleting the agenda items in the "Hallway" and "Feedback" sections, leaving only the "Vision" section.
• Tee will update the monthly "All Hands" link and grant Sid viewing access.
• Tee will send Mike links to the new document and the backup copy in a direct message in Slack.

The day before the meeting, Mike will prepare the "Vision" section of the original document. Mike will collect and update information related to annual recurring revenue, new members in the #fleet channel in the osquery Slack, the number of new customers and opportunities from Salesforce, the total number of devices using Fleet, the company's current headcount, and banking information.

Investor and advisor updates

We like to regularly share updates about how Fleet is growing with our investors and advisors.

• Charlie tracks the most recent updates with investors and advisors and coordinates emails, zoom calls, or the investor or advisor's preferred method of communication with @mikermcneil and preps materials as needed.

Document preparation

At Fleet, document prep steps are determined by the type of meeting.

Meeting type	Description	Automation enabled?	Meeting note preference
"One-off"	A non-recurring meeting that has a separate doc per meeting.	Most likely Zapier	Note template
External call	A recurring meeting that is with a customer, coach, or advisor.	No, unless rescheduled using Calendly link	Journal template
1:1	A recurring meeting that direct managers and direct reports use for performance management and is emptied after every call.	Most likely Reclaim	Agenda template
Office hours	A recurring meeting that is emptied after call used for group meetings of Fleet team members.	Google calendar	Office hour agenda template

Journals are good when the primary goal is understanding status, asking questions. (e.g. a key review, a demo session, customer voice, prospect voice, community voice) There might be action items that come out of it, but they aren't the goal of the meeting. TODOs in journals are suspect and often overlooked. Whereas agendas are good when it's all about action items / decisions / discussing a topic. Like the whole reason a bullet is there is to make someone aware, to get feedback, to make a decision, or because it's an important TODO for someone on that call. TODOs in agendas are very easy to keep track of and can be trusted more.

Tasks as assigned

Private whiteboard

From time to time the CEO will ask Charlie to unroll a Slack thread into a well-named whiteboard google doc for safekeeping and future searching.

1. Start with a new doc.
2. Name the file with "yyyy-mm-dd - topic" (something empathetic and easy to find).
3. Use CMD+SHFT+V to paste the Slack convo into the doc.
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

How to file videos from Gong recordings (marking as "private" in gong is not appropriate. Never use it- 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:"