This page details processes and general guidelines specific to the Executive Business Adminstrators (EBA's) at GitLab. The page is intended to be helpful, feel free to deviate from it and update this page if you think it makes sense.
Executive Business Administrator Team
Cheri Holmes (Manager of EBA Team) supporting Sid Sijbrandij (Co-Founder & CEO), Paul Machle (CFO)
Stefanie Haynes (Sr. EBA) supporting Todd Barr (CMO), Carol Teskey (Interim CPO) and Eric Johnson (VP Engineering)
Vanessa Wheeler (EBA) supporting Michael McBride (CRO), Scott Williamson (VP of Product), and Mark Pundsack (VP of Product Strategy)
Meeting request requirements
If you would like to schedule a meeting, email or slack the EBA with the following information:
Urgency/ Desired timeframe: in the next two days, in the next week or two, etc
Duration: 25 mins, 50 mins, etc.
Subject of the meeting
Provide context: include agenda to be covered. Share google doc if available to be included in invite or link relevant issues, slides, etc.
Meeting Template should be used for all meetings with members of our E-Group and provided at the time of the meeting request. Select file > make a copy to use this template.
Customer Briefing Document should be used for all meetings with Customers or Prospects and provided to the EA at the time of the meeting request. Select file > make a copy to use this template.
In the event that you have a same day request, you can send the above information in the "eba-team" Slack channel and @ mention the appropriate EBA.
Suggested formats for calendar invites within Executive Group (E-Group)
MTG for meetings in person, either at Mission Control or another location
INTERVIEW for interviews (make sure to loop in our PR partner)
CALL for phone calls or conference calls
VIDEOCALL for video conference calls using Zoom
Example: “VIDEOCALL Kirsten Abma for Executive Assistant” or "VIDEOCALL Kirsten Abma (GitLab) & Sid Sijbrandij (GitLab)""
Please add the subject of the call in the description, for internal and external calls.
All external meetings RSVP should be confirmed with the guests at least 24hrs in advance
When meetings are being rescheduled please add RESCHEDULING in the subject line of the calendar invite to indicate the reschedule and change the RSVP to "No"
When a meeting is being live-streamed to YouTube add Public Steam or Private Stream in the subject and body of the calendar invite to indicate which live stream
Make sure to include the following in the description:
Meetings in the boardroom
For all external parties meeting with CEO, the EBA should include the following verbiage and links in the calendar invite:
GitLab is a very transparent company and many things that are normally confidential can be found in our handbook, available online. Please consider looking at the following pages prior to our meeting:
Company strategy including planned going public date: https://about.gitlab.com/company/strategy/
Our Objectives and Key Results per quarter: https://about.gitlab.com/company/okrs/
All team members and numbers per department: https://about.gitlab.com/company/team/
Handbook with all our processes in: https://about.gitlab.com/handbook/
EBA to the CEO to collect contact information before an in-person meeting with CEO and include in the calendar invite
Executive cell:
Guest cell:
Copy-paste building access instructions into the calendar invite from the "GitLab Mission Control Access Instructions" Google Doc.
Public engagement
The public process does two things: allows others to benefit from the conversation and it acts as a filter since there is only a limited amount of time so we should prioritize conversations that a wider audience can benefit from.
You can add other calendars on the left using "Find a Time", to see when GitLab team-members are free to schedule a meeting with. Please be cognizant of people time zones
Use for example a tool like Skyscanner to find different flight options with most airlines when needing to book travel
Schedule calls in European timezones in the morning (am) Pacific (Daylight) Time and US time zones in the afternoon (pm) Pacific (Daylight) Time
Holds on the schedule should be removed at least 60 minutes before the preceding meeting starts. Preferably 24hr in advance of the meeting when possible
Meetings should be scheduled for 25 minutes or 50 minutes. As a general guideline meetings should not be scheduled to the full 30/60 minute mark
Monthly video calls are 25 minutes while quarterly calls/dinners are scheduled for 90 minutes plus any necessary travel time.
If the call is with any Google company, use Hangouts instead of Zoom.
For meetings at Mission Control and another guest joining via video call: The EBA will schedule an additional ten minutes before the appointment to test the zoom room system.
For meetings or lunch/dinner appointments, always make sure to add the address in the invite of the location where it’s scheduled.
Make sure to plan travel time (in a separate calendar item, just for the exec) before and after the meeting in case another meeting or call should follow.
Sales meetings are important. If the CEO can help the process, feel free to include him in the meeting by working with the EBA to CEO on this. Please include the sales rep and solutions architect in this meeting. The person requesting the meeting should provide a meeting brief document to the EBA at the time of their request to schedule.
E-Group In-person Meetings
There should be one invite for all attendees that includes the following:
Exact meeting time blocked (ie: Start at 9am PST, End at 5pm PST)
Zoom Link for remote participants
Agenda (the agenda should also include the zoom link at the top)
Notes doc shared via calendar invite and sharing set to "can edit" for those attending the meeting
Travel
EBAs research the best option for a flight and book it according to their executive's schedule. If the Executive requires approving the flights beforehand, please follow that process 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
When you’re logged in, you can find wingman account access for other team members in the top right corner menu.
Check their email (if you have access), using the search bar in the top, to find any receipts for the postings in the current expense report.
And/or write down what receipts are missing and email to request them if needed.
OKRs
EBA to the CEO to assist in maintaining and scheduling meetings revolving around the OKR updating process.
Scheduling preferences for Sid Sijbrandij, Co-founder and CEO
Don't schedule over the Weekly E-group call unless approved by Sid
When our VP of Legal requests a meeting it will always override other meetings that are scheduled if urgent
All holds on Sid's calendar need a reason so he can judge when the hold might no longer apply.
Monthly video calls are 25 minutes while quarterly calls/dinners are scheduled for 90 minutes plus any necessary travel time.
After each meeting with a potential investor, make sure to update Airtable with the information on these meetings.
Follow up on introductions from certain recipients (board, investors) immediately without asking for approval.
If Sid is meeting with a candidate, partner with recuriting to send the calendar invite through Greenhouse.
If Sid has an external meeting and the location is less than 25 minutes away on foot, he would prefer to walk. Please ensure the calendar reflects that he is walking versus driving/uber/lyft.
If Sid has a ride or walks to an appointment, make sure to add 5 minutes extra to find the address and sign in at reception.
If Sid is driving himself, make sure to add 15 minutes extra for random occurrences such as traffic, stopping for gas or parking.
If Sid is driving himself to a meeting, he likes to plan phone calls to catch up with the team. Check with him who he'd like to talk with during his commute and schedule accordingly or post in #ceo channel in slack offering a call with Sid our team members.
Due to a busy schedule Sid has a preference of meeting setup: First try for a video call or a meeting at Mission Control. If the other party presses to meet at their location, confirm if that is OK before accepting.
CEO Email Management
Labels: /archive, /read-respond, /personal or /urgent-important
Prepare draft responses
Proactively schedule meetings requested via e-mail
Standard reply for recruiters: “We do not accept solicitations by recruiters, recruiting agencies, headhunters, and outsourcing organizations. Please find all info on our jobs page
Travel preferences
Current preferences for flights are:
Aisle seat
Check a bag for all trips longer than one night
Frequent Flyer details of all (previously flown) airlines are in EA vault of 1Password as well as important passport/visa info
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.:
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? GitLab is a very transparent company and many things that are normally confidential can be found in our handbook, available online. Please consider looking at the following pages prior to our meeting: Company strategy including planned going public date: https://about.gitlab.com/company/strategy/ Our Objectives and Key Results per quarter: https://about.gitlab.com/company/okrs/ All team members and numbers per department: https://about.gitlab.com/company/team/ Handbook of 3000 pages with all our processes: https://about.gitlab.com/handbook/ Pricing plans: https://about.gitlab.com/pricing/ Pricing strategy: https://about.gitlab.com/handbook/ceo/pricing/ History: https://about.gitlab.com/company/history/ About: https://about.gitlab.com/company/ "
If we receive a positive answer we schedule a 50 minute Youtube Public Live Stream. For an example of an interview see this one about stress in remote work.
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.
You can redact anything you don't want to publish.
Our executive administrator will work with you to publish the post if we agree that it fits with our current marketing plan and would be a good fit for our audience. The EBA-team will follow up to make sure the draft post is submitted and coordinate with Content Marketing to cross-post on our blog.
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 Cheri (cc:) to schedule.
Scheduling Pick Your Brain meetings
Once pick your brain meetings are confirmed, schedule a Zoom Webinar and send out a calendar invite to all guests and make sure to add a separate calendar invite for Sid with preparation time.
To schedule a Zoom webinar: https://support.zoom.us/hc/en-us/articles/115000350446-Streaming-a-Webinar-on-YouTube-Live
Scheduling for Michael McBride, CRO
Prefers “appropriate length” conversations, so short meetings are okay on the calendar. If a topic only needs 10 mins, book 10 mins instead of 30, etc.
Include Meeting Agendas in invites / make sure the team knows to include this with requests for time.
Flexible with late evening calls for Asia or Australia - check with him first.
Add pre-emptive blocks in calendar that can be used for meetings or calls.
Schedule three 30 minute blocks a day for work time - title “workflow”. This is time for email follow-up and general work time. If the time has to move to accommodate another meeting ensure another time is found and that it can still happen.
Scheduling for Paul Machle, CFO
Priority to candidate interviews, 1:1's, E-Group, GitLab BoD and investor relations
Weekly finance team meeting and monthly all hands - EBA to CFO to help drive agenda
Prefers 25 minute video chats when possible. 15 min coffee chats are appropriate
Unavailable due to personal commitments from 7-8am PT
When in-person meetings are being requested, please check with the CFO
Working blocks on the calendar are OK and can be moved to prioritize other meeting requests
Scheduling for Eric Johnson, VPE
1:1 Meeting title format: “Person:Eric 1:1”
Tick the box “Attendees can modify”
Please create an additional reminder (besides the default 10min pop-up) that is 1 day. Email (reminds me to go into the doc and populate notes)
Use Personal Zoom for meetings with the exception of back to back meetings. Please ensure there is another Zoom link. Note: Eric will attach private 1:1 docs to the meeting series once they are created.
Eric will block off personal appointments and family related blocks.
Add holds when scheduling meetings and interviews so he knows it's being worked on.
If meetings need to happen before 8am PT or after 6pm PT check with him directly.
Eric likes updates and/or questions via Slack.
Scheduling for Todd Barr, CMO
1:1 Meeting title format: "Todd:Person 1:1"
Color coding for calendar: 1:1's: blue, Reminders: yellow, Internal Meetings: light red, Marketing Specific Meetings: dark blue, Interviews: green, External Meetings: orange
All 1:1 meetings should be scheduled on Mondays and Tuesdays
Keep standing daily "blocks" that he has everyday for lunch and at the end of each day
Block out open slots with "DNB-reach out to shaynes@"
Create calendar reminders for GC's, AMA's and monthly key reviews two weeks in advance and then a final reminder one week prior
Block off hour prep time before all 1:1's with CEO
Keep Friday as open as possible for work time
If meetings fall after 5pmEST, check with him directly
Use personal Zoom links for interviews, all other meetings, especially external meetings, should utilize a one-time Zoom link
Scheduling for Mark Pundsack, VP of Product Strategy
