The E-group offsite happens every quarter for four days.
The goal is to have 25 or 50 minute discussions around topics that benefit from in-person dialogue, require more context and where the E-Group is likely to disagree. The agenda should include discussions that are:
We take notes in a Google Doc that contains (a copy of) the agenda. Please add links to relevant materials and proposals up front. When there is an issue or doc linked we take notes there instead of in the overall doc.
We reserve 1/3 of the time for each subject to do the follow up. Before we did this many conclusions never landed and/or resulted into action. This can take the form of:
If we can conclude a topic early we move on to one from a reserve list. For each part of the day there is a chairperson who moves on, switches to followup, and leads other adjustments.
We will document agreed changes directly to the handbook and any other relevant SSoT during the meeting. Every item will get a MR maker and MR reviewer assigned. Most of the time the MR maker will be the Head of Corporate Strategy, one of the CEO shadows, or the Executive Assistant. When the MR is ready the reviewer is at mentioned in the public e-group channel in slack. The reviewer communicates with the maker via that Slack thread. The goal is to merge it the same day, preferably within 15 minutes.
Since most of the E-group is in the San Francisco Bay Area we'll go to a location that is drivable or a short direct flight, for example: East Bay, Denver, Sonoma. We tend to pick a location at or close to a member of the group.
The off-site is a quarterly meeting scheduled over 4 days (including travel time). The meeting should take place during the second or third month of the quarter to avoid conflicts with Sales QBRs. Scheduling for the event generally follows:
E-Group is welcome to fly in early or stay later pending their travel preferences.
The Executive Assistant to the CEO is responsible for organizing this.