E-Group Scheduling

Before scheduling with an E-Group member, please be sure to reach out to their perspective EBA with meeting details.

Scheduling for Michael McBride, Chief Revenue Officer

• All meeting requests routed through the Sr. EBA to the CRO, Alexa Schrauth.
• 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 (excluding coffee chats).
• Flexible with late evening calls for Asia or Australia - check with him or Sr. EBA first.
• Add pre-emptive blocks in calendar that can be used for meetings or calls.
• Add pre-emptive blocks in calendar that can be used for catch-up and To-Do items - label these blocks as ‘workflow’.
• For First Order Sourced Thank You Note Requests, please comment with the following in this issue: Partner Name, Exec Sponsor Name, Exec Sponsor Email, Emails of anyone who should be copied on the email, Email Subject, Email Draft sample email doc and tag @aschrauth

Scheduling for Brian Robins, Chief Financial Officer

• Daily office hours are 9am-5pm ET, please Do Not Book meetings outside of working hours unless arranged with Sr. EBA, Darci Tadich.
• Do not schedule over DNB (Do Not Book).
• 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.
• Schedule two 30 minute blocks a day for work time - title “DNB / 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 daily workflow is still achieved.
• Schedule one 60 minute block a day for for lunch - title “DNB / lunch”. This is time for a lunch break, follow-up and general work time. If the time has to move to accommodate another meeting ensure another time is found and that daily lunch break is still achieved.
• If you add any meetings to calendar directly, tick the box “Attendees can modify” so EBA can change if necessary.
• Please do not @ Brian for scheduling questions or requests in Slack, please reach out his Sr. EBA.
• Please do cc: @ Brian and his Sr. EBA with last minue scheduling changes in Slack.
• All meeting requests should include an agenda or some sort of reference material.
• During Zoom meetings please do not post information or questions in the chat, add it to the meeting doc or in slack.
• Priority to candidate interviews, E-Group, GitLab BoD, Investor Relations and 1:1’s.
• When in-person meetings are being requested, please check with the CFO prior to scheduling the meeting.
• For interviews: CES should tag Sr. EBA on Greenhouse to review times submitted by the candidate, or to provide times for the VP.
• EBA to add reminders at 1 month, 2 weeks, 1 week and 2 days on the calendar for the following events: OKR How to Achieve, Group Conversations and Board of Director meetings.
• A calendar key is available for viewing in the CFO’s daily schedule.

Scheduling for Stella Treas, Chief of Staff to the CEO

• All meeting requests should go through Staff EBA, Aimee David.
• Priority given to candidate interviews, CEO, E-Group, GitLab BoD, and direct reports to the CoS to the CEO
• Limited availability due to personal commitments from 7-9am PT Mon.-Fri. due personal commitments during the California shelter in place order (related to Covid-19). Can often make meetings during these blocks, if given advance notice, but strong preference for meeting outside of these times
• If meetings need to happen before 9am PT or after 5pm PT check with EBA
• Do not schedule over DNB (Do Not Book) without reaching out for approval from CoS to the CEO’s EBA
• For meetings outside of set business hours contact the CoS to the CEO’s EBA
• During Zoom meetings please do not post information in the chat, add it to the meeting doc or in slack
• EBA to add reminders at 1 month, 2 weeks, 1 week and 2 days on the calendar for the following events: OKR How to Achieve, Group Conversations and Board of Director meetings
• All meeting requests should include an agenda or some sort of reference material
• A calendar key is available for viewing in the CoS to the CEO’s daily schedule

Scheduling for Robin Schulman, Chief Legal Officer and Head of Corporate Affairs

• All meeting requests should go through the CLO’s Sr. EBA, Sharlene Seemungal
• Priority to candidate interviews, CEO, E-Group and GitLab BoD
• Unavailable due to Group Conversations, Company Calls and personal commitments from 7-9am PT
• During Zoom meetings please do not post information in the chat, add it to the meeting doc or in slack
• Calendar key is available for viewing in the CLO’s daily schedule
• All meeting requests should include an agenda or doc for reference
• Working blocks on the calendar are OK and can be moved to prioritize other meeting requests, team members should check in with the CLO’s Sr. EBA to request a meeting using the meeting request requirements as a guideline

Scheduling for Wendy Barnes, Chief People Officer

• Please schedule all meetings through the People Function’s Sr. EBA, Stephanie Kusmirek
• All meeting requests should include an agenda or doc for reference unless it is a Coffee Chat
• Keep meetings to 25 or 50 minutes unless otherwise specified
• Direct Report 1:1’s occur weekly, Skip Level 1:1’s Monthly
• Calendar color coding: 1:1s - dark green, Coffee Chat - light green, Sid or E-group meetings -red (Important meetings NOT to be moved are in red).
• Do not schedule over DNB/Focus Time blocks without consulting the EBA of the People Group.
• Scheduling should ideally be kept between 9:00 am and 5:30 pm Pacific Time

Scheduling for David DeSanto, Chief Product Officer

• Daily office hours are 9am-5pm ET, please Do Not Book meetings outside of working hours unless arranged with Sr. EBA, Gena Schwam
• All meeting requests should go through the Sr. EBA for Product, Gena, and should include an agenda doc
• If you add any meetings to calendar directly, tick the box “Attendees can modify” so EBA can change if necessary
• 1:1’s with direct reports should occur weekly unless scheduling conflicts
• Biweekly Product Meeting and Weekly Product Leadership meetings cannot be scheduled over
• David will allocate “Focus Time” blocks for work time based on upcoming priorities, please check with EBA before scheduling over these blocks
• Reminders at -2 weeks, -1 week and -2 days should be put on the calendar for the following events: OKR, Group Conversations (Product), Board of Director meetings, Monthly Key Reviews, Monthly Top ARR Drivers Reviews, and Performance Indicator Reviws.
• 1:1’s should always be rescheduled instead of cancelled unless unavoidable due to OOO/PTO schedules
• Meetings will be declined if no agenda is added or shared 48 hour priors to the meeting time

Scheduling for Ashley Kramer, Chief Marketing & Strategy Officer