Executive Assistants

On this page

Intro

This page details processes specific to the Executive Assisstants of GitLab. The page is intended to be helpful, feel free to deviate from it and update this page if you think it makes sense. If there are things that might seem pretentious or overbearing please raise them so we can remove or adapt them. Many items on this page are a guidelines.

Meeting request requirements

If you want to schedule a meeting, email the EA the following:

In case you have a same day request, you can send the same information in the "ea-team" Slack channel. If not, you don't have to ping us on Slack if you already sent the email.

Formats for invites

Make sure to include the following in the description:

Videocalls


Meetings in the boardroom


Please read our About page as preparation for this meeting: /about/
Executive cell:
Guest cell:

Accessing the GitLab office building
You can find the front door between the two Mike's Bikes locations.
On the intercom press the call button then press '206' (for GitLab) to have us buzz you in.
Proceed to the elevator at the rear of the foyer (behind the glass wall) and go to the 2nd floor (strangely the elevator will show 3 when you stop at 2).
Exit the elevator and proceed to the right. The unit is the last door on the right at the end of the hall (2F).
More details are on our visiting page: /visiting/

General scheduling guidelines

Executive F2F Meetings and Board Meetings

There should be one invite for all attendees that includes the following:

Make sure to:

Email

Physical Mail

Travel

EA's do research for the best option for a flight and propose this before booking. Make sure to add a calendar item for 2 hours before take off for check in and add a separate one for travel time before that in the exec's calendar. If a flight was changed or not taken due to delays or other circumstances, make sure to check with the airline for the current flight status.

Expensify

Scheduling preferences for Sid Sijbrandij, CEO


Travel preferences

Current preferences for flights are:

Pick your brain meetings

If people want advice on open source, remote work, or other things related to GitLab we'll consider that. If Sid approves of the request we suggest the following since we want to make sure the content is radiated as wide as possible.:

  1. We send an email: "Thanks for being interested in GitLab. If we schedule a meeting it will follow the format on /handbook/ceo/#pick-your-brain-meetings Are you able to submit a draft post with us within 48 hours of interview?"
  2. If we receive a positive answer we schedule a 50 minute Zoom video call or visit to our boardroom that is recorded by us, uploaded to Youtube as a private video, and shared with you.
  3. Within 48 hours you share a draft post with us in a Google Doc with suggestion or edit rights for anyone that knows the url.
  4. You can redact anything you don't want to publish.
  5. Our content department will work with you to publish the post within the agreed timeframe.
  6. A great examples of this in action are the first two times we did this /2016/07/14/building-an-open-source-company-interview-with-gitlabs-ceo/ and https://news.ycombinator.com/item?id=12615723. Both got to nr. 1 on Hacker News.

The EA-team will create an issue once it's scheduled with the label ceo-interview on GitLab.com should follow up to make sure the draft post is submitted.

Reply to emails: Thanks for wanting to chat. I propose we meet in the format proposed on /handbook/ceo/#pick-your-brain-meetings so that other people benefit from our conversation too. If you're up for that please work with Kirsten (cc:) to schedule a time and location.

Alternatively we can also make it a YouTube live event, people can ask us questions in the chat during the event, and we can share the recording later.