Group Conversations are optional recurring meetings providing regular updates from GitLab teams on a rotating schedule. They are scheduled by People Experience Associates and will automatically appear on your calendar. Everyone is invited to participate by adding questions and comments to the Google Doc linked in the calendar invite. Non-confidential group conversations are streamed live and shared publicly to our GitLab Unfiltered YouTube channel.
Group Conversations at GitLab used to be called Functional Group Updates, but they were renamed to Group Conversations because they're not presentations or updates; they are conversations. Functional groups is a former term used, now encompassed by the term Departments.
In this video our CEO, Sid gives our team tips and tricks for their FGU. This still applies to Group Conversations.
Below is a guide to help everyone get the most out of these conversations. If you have suggestions for how to make the attendee or meeting leader experience please create an MR to update this page — everyone can contribute!
Before you host your first Group Conversation, complete this Group Conversation training issue. The host of a Zoom call is the person leading the conversation, usually the DRI, subject matter expert and overseer of the slides created for a call. Another term for the role is presenter. Questions will generally be directed to the host, and they will usually answer them unless they feel that another team member has more information or expertise to answer. The host/presenter makes sure that questions are asked in the order they are listed in the agenda document. The "host" term can be confusing as Zoom has a specific definition for host, which in practice GitLab does not assign to the term. More information on Zoom's definition of "host" is explained below.
The moderator of a Zoom call is the person that has Zoom's Host level permission. Host level permission in Zoom permits livestreaming a call, starting or ending a recording and giving co-hosting permissions to others. The moderator of a Zoom call is the person who is in charge of starting the call, livestreaming, updating the livestream from public to private if a sensitive topic is mentioned, and keeping the meeting on time so that it does not go over the Quick Meeting time frame.
Attendance is optional. If you are unable to attend the Group Conversation at its scheduled time, don't let that hold you back!
Watch the latest Group Conversation on the GitLab Unfiltered YouTube Channel.
Public Group Conversations are also in the GitLab Unfiltered Podcast.
If you have questions or a discussion to start, bring it to the
#group-conversations Slack channel!
Make sure to @tag the presenter!
Calls are scheduled by People Experience Associates. If you need to reschedule, please switch your presenting day with another Group Conversation leader, by asking another leader in the #group-conversations channel publicly. People Experience Associates are not responsible for finding a replacement for your day. If you've agreed to switch, please do the following:
If you will be out of office on the day of your Group Conversation, or need a person other than the DRI listed in the Schedule & DRI table to Host:
All Zoom meetings now require passwords. If a Group Conversation event was created in Zoom (in the People Ops Zoom account) prior to this rule, please update the GC event in Zoom and in the GitLab Team Meetings calendar.
A little bit of preparation can go a long way in making the call worthwhile for everyone involved. People tend to spend at least an hour to prepare their updates.
Use presentations to document everything people should know about your group. These presentations are for attendees to review and generate questions from for the call. You can also record and upload a YouTube video if there is additional context that would be beneficial to supplement with the slides.
Please remember that you should NOT present during a Group Conversation. Synchronous calls are for conversation and discussion. It is the responsinility of the attendees to prepare questions before the call to maximize value of time spent synchronously. If someone does start to present the slides in the group conversation everyone is encouraged to say: 'At GitLab we use meetings for conversation and not presentation, but please do consider recording a video for next time.' Expect to be interrupted if presenting more than a 15 second welcome statement.
There are three layers of content in a presentation:
We try not to cancel a GC. We prefer to have half-prepared GCs over delaying them, but occassionally there may be a last-minute cancellation. If a Group Conversation is cancelled, the People Ops and People Experience teams should ask a member of the e-group to host an AMA.
All Group Conversations (Public and Private) will be streamed to YouTube within GitLab Unfiltered.
People Experience and People Specialist teams are responsible for moderating all Group Conversations and starting the stream by following the steps detailed below:
group-conversationsSlack channel a minimum of 24 hours prior to the call to confirm they will be hosting.
5-minutes priorto the start of the Group Conversation from the People Ops Zoom account. You can double check to ensure you are logged in to the People Ops account by going to Zoom and verifying that the Tanuki Logo appears in the upper-righthand corner.
System Preferences, opening
Date and Timepreferences, and selecting
Display the time with seconds.
Important: The DRI for the Group Conversation will also have hosting rights. Zoom will automatically assign the first person i.e. either the DRI or Moderator who logs into the call as
Host. It is necessary to have
Host rights (
co-hosting rights are not sufficient) in order to be able to livestream the call to YouTube. If the DRI logs in before you, please ask them to transfer you host rights by clicking
Manage Participants at the bottom of the Zoom page, hover over the
GitLab Moderator participant, click the
More dropdown menu, and select
May I start the countdown for this public/private stream?" (Note: Be sure to verify in the Calendar Invitation whether the meeting should be either publicly or privately streamed) If they do not respond, ask them by name.
I will start the public / private stream in 3, 2, 1..." and select the
If an error which reads
Please grant necessary Privilege for Livestreaming pops up, click on the option that appears beside the GitLab Unfiltered account in the middle of the page reading
Not Me - you will then be prompted to sign in again, please do so and click
In the event that you are unable to stream to YouTube for any reason, inform the Host that you will record the conversation via Zoom and upload the video to YouTube after the conversation has ended. In addition to this be sure to post the YouTube link to the #group-conversations Slack channel once it has been uploaded.
End Meetingand then
End Meeting for Allwithin Zoom.
End Meeting for Allshould end both the call and the stream - should this not occur it is because an outdated version of Zoom is being used. The Moderator will need to log into YouTube Studio and manually end the stream. Please be sure to update Zoom to the latest version before moderating any other calls.
Live on Youtubethroughout the call.
End Meetingand then
End Meeting for All.
Speaker Viewsetting on Zoom.
For instructions on how to create a blog post, please see our Blog Handbook.
Please copy the code block below and paste it into a blog post with the file name
--- title: "GitLab's Functional Group Updates - MMM DD-DD" # replace "MMM" with the current month, and "DD-DD" with the date range author: Name Surname author_gitlab: gitlab.com-username author_twitter: twitter-username categories: Functional Group Updates image_title: '/images/blogimages/functional-group-update-blog-cover.jpg' description: "The Functional Groups at GitLab give an update on what they've been working on" --- <!-- beginning of the intro - leave it as is --> Every day from Monday to Thursday, right before our [GitLab Company call](/handbook/#company-call), a different Group initiates a [conversation](/handbook/people-group/group-conversations/) with our team. The format of these calls is simple and short where attendees have access to the presentation content and presenters can either give a quick presentation or jump straight into the agenda and answering questions. <!-- more --> ## Recordings All of the updates are recorded using [Zoom](https://zoom.us) at the time of the call. All the recordings will be uploaded to our YouTube account and made public, with the exception of the Sales and Finance updates. <!-- end of the intro --> <!-- beginning of the FG block - repeat as many times as necessary (copy and paste the entire block) --> ---- ### XXX Team [Presentation slides](link-to-slides-deck) <figure class="video_container"> <iframe src="https://www.youtube.com/embed/8vJBc8MJihE" frameborder="0" allowfullscreen="true"> </iframe> </figure> <!-- end of the FG block --> <!-- beginning of the FG block - repeat as many times as necessary (copy and paste the entire block) --> ---- ### XXX Team [Presentation slides](link-to-slides-deck) <figure class="video_container"> <iframe src="https://www.youtube.com/embed/8vJBc8MJihE" frameborder="0" allowfullscreen="true"> </iframe> </figure> <!-- end of the FG block --> ---- Questions? Leave a comment below or tweet [@GitLab](https://twitter.com/gitlab)! Would you like to join us? Check out our [job openings](/jobs/)!
Presentation - https://example.com [Input your presentation's URL and check if its set to view only for anyone with the link if using Google Slides]
There is a rotating schedule with each Department having a conversation on a regular interval. We usually do not have Group Conversations or Company calls between December 23rd and January 2nd. We also tend to cancel these during Contribute. The schedule with directly responsible individuals (DRI) is as follows:
|One||Mon||Secure & Defend Section||David DeSanto|
|One||Tue||Ops Section||Kenny Johnston|
|One||Wed||Revenue Marketing||Evan Welchel|
|One||Fri||Do Not Schedule||Do Not Schedule|
|Two||Tue||Dev Section||Eric Brinkman|
|Two||Fri||Do Not Schedule||Do Not Schedule|
|Three||Mon||Growth Section||Hila Qu|
|Three||Fri||Do Not Schedule||Do Not Schedule|
|Four||Mon||UX Research||Sarah Jones/Adam Smolinski|
|Four||Wed||CRO Group Conversation||Michael McBride|
|Four||Thur||People||Carol Teskey and Dave Gilbert|
|Four||Fri||Do Not Schedule||Do Not Schedule|
|Five||Wed||Strategic Marketing||Ashish Kuthiala|
|Five||Fri||Do Not Schedule||Do Not Schedule|
|Six||Thur||Community Relations||David Planella|
|Six||Fri||Do Not Schedule||Do Not Schedule|
We suggest each person attend via their own device to avoid hybrid meetings. We encourage you to follow up with your guest after to debrief and share call impressions. For this it might be good to be in the same room but only if you are sure not to get echo's.
email@example.com the meeting.
If an agenda document becomes longer than 10 pages, the People Experience or People Specialist team member assigned to moderate a meeting will archive the content that is over the first 10 pages. All agenda docs should be checked and archived as needed before the meeting date and time.
Archiveat the end.
DOC NAME Archiveand link to the Archive doc.
A possible agenda for the call is: