From ac032ff87a9fd8a9291117cc1e9aee2b57951df6 Mon Sep 17 00:00:00 2001 From: Mike McNeil Date: Sat, 30 Apr 2022 18:04:16 -0500 Subject: [PATCH] Handbook: Process for creating positions and making offers (#5448) * Update people.md * Hand over more responsibilities to people ops * Update people.md --- handbook/people.md | 62 +++++++++++++++++++++++++++++----------------- 1 file changed, 39 insertions(+), 23 deletions(-) diff --git a/handbook/people.md b/handbook/people.md index 2c6f69a355..2537cd05da 100644 --- a/handbook/people.md +++ b/handbook/people.md @@ -188,14 +188,26 @@ We evaluate and update compensation decisions yearly, shortly after the annivers Every new position being created goes through this process before interviewing, accepting applicants, or extending offers. -Proposed positions get added to: -- "Roles" doc (stubbed out job description with "TODO" is fine). Only "Responsibilities" and "Experience" are needed and to Fleeties doc (leave start date blank). -- Create a private "#hiring-xxxxxx-2022" Slack channel (where "xxxxxx" is the job title). Invite the CEO and Charlie. - -In that channel, post a message proposing the position: +1. Add the proposed position to ["Fleeties"](https://docs.google.com/spreadsheets/d/1OSLn-ZCbGSjPusHPiR5dwQhheH1K8-xqyZdsOe9y7qc/edit#gid=0) as a new row, with a blank start date. Be sure to include job title, manager, and department. +2. Add a job description to the ["Roles"](https://docs.google.com/document/d/1wS5jFfrZtO4xMH-3U_S8pE59gNXOTR3rS1WWD8pkq9E/edit#heading=h.5z24knw25190). Include only "Responsibilities" and "Experience". (These will be inserted into the existing job description template.) +3. Create a private "#hiring-xxxxxx-2022" Slack channel (where "xxxxxx" is job title) and invite the CEO (Mike McNeil) and People Operations (Charlie Chance). + - People Ops is the DRI for all `#hiring-xxxxx-2022` Slack channels. +4. In that channel, post a message proposing the position: - At-mention CEO (@mikermcneil) and Charlie (@charlie). - - Include a link to the job description in "Roles" (even if it's a stub). - - Include a link to Fleeties document. + - Include link to the job description in "Roles". + - Include link to Fleeties document. +5. People Ops will: + - Confirm the "Roles" document has the job description, consisting only of "Responsibilities" and "Experience", and that both look accurate, grammatically correct, and otherwise ready to post in a public job description. + - Confirm the "Fleeties" document has a manager, job title, and department, and that the start date is not entered yet (so we can tell the position is proposed, but not planned, yet). + - Determine an anticipated salary and equity range using Pave, then add that research to "Compensation decisions" as a new heading. + - Share a direct link to the new heading in "Compensation decisions" with the CEO. +6. The CEO will then: + - Determine whether this fits into the budget and equity plan. + - Decide whether Fleet will open this position at this time. + - Set tentative compensation in the budget and equity plan. + - Set a tentative start date in the Fleeties doc to indicate this position is now part of the hiring plan. + - Reply in the `#hiring-xxxxx-2022` Slack channel, at-mentioning the original proposer, to let them know the new position is approved. + After getting CEO approval, create a position in Breezy. @@ -205,43 +217,47 @@ After getting CEO approval, create a position in Breezy. ### Hiring a new team member -1. Reach out to Mike and Zach and give them an opportunity to meet the candidate. +1. At-mention People Operations in the `#hiring-xxxxx-2022` channel and indicate that you would like to make an offer to the candidate. Include the candidate's name, personal email address, where the candidate would be working, and any other important considerations about the candidate (the timeframe for their start date, their status to work legally in their country of residence, etc.) -2. Research compensation using [Pave](https://www.pave.com), making sure to adjust for the cost of living where the candidate will do the work. *If you're unsure of your findings, ask for help from Mike.* +2. People Operations will check compensation using [Pave](https://www.pave.com), making sure to adjust for the cost of living where the candidate will do the work. *If unsure of your findings, ask for help from the CEO.* People Ops will then document this decision in the [compensation decisions document](https://docs.google.com/document/d/1NQ-IjcOTbyFluCWqsFLMfP4SvnopoXDcX0civ-STS5c/edit) for future reference. -3. Share the compensation information you've gathered with Eric. Eric will confirm the information with Mike and document this decision in the [compensation decisions document](https://docs.google.com/document/d/1NQ-IjcOTbyFluCWqsFLMfP4SvnopoXDcX0civ-STS5c/edit) for future reference. - -4. After compensation has been determined, create two documents for the candidate: +3. After compensation has been determined, People Ops will make copies of two different documents and customize them for this candidate, based on these templates: - [Exit scenarios (template)](https://docs.google.com/spreadsheets/d/1k2TzsFYR0QxlD-KGPxuhuvvlJMrCvLPo2z8s8oGChT0/copy) - [Informal offer email (template)](https://docs.google.com/document/d/1zpNN2LWzAj-dVBC8iOg9jLurNlSe7XWKU69j7ntWtbY/copy) - Change the name of the documents accordingly (e.g., "[candidate's name]'s a copy of exit scenarios") and link to the exit scenarios spreadsheet from the offer email. +People Ops will change the name of the documents accordingly (e.g., "[candidate's name]'s a copy of exit scenarios") and link to the exit scenarios spreadsheet from the offer email. -5. Prepare the informal offer email. You'll need to add the following information to the template: +4. People Ops will prepare the informal offer email, with help from the CEO. Post in the `#g-people` Slack channel and at-mention the CEO for assistance with determining number of shares. You'll need to add the following information to the template: - Candidate's name and email address - Candidate's start date - Candidate's compensation - - Candidate's reporting manager + - Candidate's manager (the person they report to) - Equity offered to the candidate (make this information a link to the candidate's exit scenarios spreadsheet) - Benefits (determined by the candidate's location) -6. Prepare the exit scenarios spreadsheet. Enter the number of shares offered to the candidate, and the spreadsheet will update to reflect this. +5. Prepare the exit scenarios spreadsheet. Enter the number of shares offered to the candidate, and the spreadsheet will update to reflect this. >**_Note:_** *Don't play with numbers in the exit scenarios spreadsheet. The revision history is visible to the candidate, and they might misunderstand.* -7. Once both documents are complete, share the offer email draft, exit scenarios copy, and a link to the compensation decision, with Mike and Eric for CEO approval before sending offer email out. +6. Once both documents are complete, People Ops will share the offer email draft, exit scenarios copy, and a link to the compensation decision with the CEO for approval before sending the offer email out. -8. After Eric confirms that everything is correct, Mike or Zach will send the offer email. The offer email is copied directly from Google drive and sent to the candidate. When they send the offer, Mike or Zach will edit the permissions of the exit scenarios sheet and share it with the candidate. +The CEO will confirm: + - The compensation decision has been documented sufficiently, and adjusted for cost of living. + - The equity plan and budget are up to date with the actual offer that is about to be sent. + - The Fleeties doc now reflects the actual start date from the offer email, as well as the candidate's name, LinkedIn URL, and preferred pronoun. + - It still makes business sense to make this offer, by reviewing the budget and equity plan. -9. The CEO will confirm: - - The "Roles" document has the job description and "Responsibilities" and "Experience" are both listed and look accurate. - - The Fleeties document has the correct manager and job title, and that the start date is not entered yet (so we can tell an offer has not been extended). - - The candidate's LinkedIn link and preferred pronoun are listed. - - That it makes business sense to make this hire by evaluating the likely cost in terms of base and equity pay, and reviewing the stock options pool. +The CEO will then post a message in the `#hiring-xxxxx-2022` Slack channel to indicate that the offer is approved. >**_Note:_** *When hiring an international employee, Pilot.co recommends starting the hiring process a month before the new employee's start date.* +7. After obtaining CEO approval, People Ops will confirm that everything is correct, and loop in either the CEO or CTO, who will send the offer email. + - The offer email is copied directly from Google Drive into Gmail before being sent to the candidate. + - When sending the offer, the CEO or CTO will edit the permissions of the exit scenarios sheet so it is accessible for the candidate. + - People Ops is cc'd on the offer email, but will not participate in the email thread until after the offer is accepted. + + ### Steps after an offer is accepted 1. Once an offer is accepted in writing, reply to the candidate, CCing Eric via his Fleet email address to introduce the candidate to him.