The @greenhouse employee experience team Q1 review
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The document summarizes the accomplishments of the Employee Experience team in Q1. Key points include launching a new site to centralize information about employee clubs, improving communication through the weekly employee newsletter, creating more beautiful and functional office spaces, upgrading conference rooms and informal work areas, streamlining administrative tasks like calendar management and business travel, and saving executives hundreds of hours through coordinating emails.
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The @greenhouse employee experience team Q1 review
- 1. Employee Experience Q1 April 2016
- 4. • A Home for Clubs & Committees. The launch of GHO makes it easier to find club information and introduces new hires to our culture from (before) day 1. • Club Visibility. The Monday Morning Email now acts as a platform for announcing club news and employees regularly hear about the great programming going on each week. Clubs & Committees
- 5. Speaking of the Monday Morning Email… • Begin the week with an Employee Experience. From org stats to birthdays to events, the Monday Morning email has evolved into a culture newsletter used to promote team bonding, send out important org information and, most importantly, start the week off with a smile. “Love.”
- 6. • Launching EESupport@. By launching our own support line for facility and office requests, we can track issues easier, respond to employees faster, and solve issues in a timely manner Upping the EESupport Game
- 7. Facilities
- 8. 0 0.5 1 1.5 2 2.5 600 Harrison 731 Market SF Office Options – NPV* Analysis San Francisco Office • $750k less spend for 600 Harrison vs. 731 Market *Net Present Value (NPV) is the difference between the present value of cash inflows and the present value of cash outflows. NPV is used to analyze the profitability of a projected investment $750k savings ~10 times our spend on new 2nd floor desks
- 9. • Everything AND the Kitchen Sink. From seriously stepping up our plant game to fixing holes in the walls, making our office functional and beautiful has been a big focus this quarter. • DIY. To save costs, we tackled projects in house, like hanging art, installing cord hiders, small repairs, and hopping up on a ladder to get lights turned on. Creating a Beautiful, Functional Office
- 10. walls fixed plant plan iterations light bulbs changed ( = 2 electrical explosions Art hung ( =10) Cords Hidden ( =10 ft.) What it takes… Heavy lifting Task Rabbits
- 11. A Focus on Communal Spaces • Moving In. We moved all outstanding furniture into their designated rooms so that each space was functional for employees ASAP. • Iterative Design. We assessed each space to make sure these rooms have the right arrangement, number of seats, and proper technology for the way in which our teams work. • Finishing Touches. We hung art, affixed cord hiders, and set up each room with the supplies needed for a productive meeting. Conference Rooms
- 12. A Focus on Communal Spaces Informal Workspaces • Standing Desks. We invested in our community standing desks by giving them new technology setups and creating community use guidelines so that they are great places to work • Couches, Tables, & Rugs, Oh My! We maximized every square foot by creating informal hangout/meeting areas around the office. Employees are not tied to sitting at their desk. They can stand, recline, or put their feet up – whatever works.
- 14. Calendar Management 76 84 16012 20 52 0 50 100 150 200 250 January February March Q1 Meetings Daniel Jon #ofmeetingsscheduled Time to schedule meetings decreased from 3 to 1 day by end of Q1 88 Meetings 104 Meetings 212 Meetings
- 15. 4,424 Cups of Coffee Made 18 Meals Catered 21 Internal Meetings Organized Office Hospitality (By the Numbers)
- 16. Board Meetings Hotels Booked Flights Booked Emails to Coordinate GH BoD Meetings Times GH BoD Meetings were Rescheduled Total Meetings Scheduled in Q1 = 10 Emails = 10 Meetings 1 (and counting) 1 412 2 147
- 17. Personal Assistant Stuff Planes, Trains and Automobiles ++ + = 1 Family Trip to Boston (Jon and Alison) 1 Power Couple Conference Call (Daniel and Megan) 1 Police Report
- 18. Reception Things Greeted 113 Candidates (about 1 a day) 10 = Served visitors 400 Cups of Coffee 10 = Logged and gave out 440 Packages (we’re like Santa.) 100= Lost reception’s scissors 8 times 1 =
- 19. Executive Assisting Saved Dane, Pat and Barb 67 Hours each (about 270 emails per person)… That’s all 6 seasons of Game of Thrones! Assumption: Each email sent and received =15 minutes of saved time
- 20. More Executive Assisting Saved Maia 200 Hours (800 emails) You could bake 200 potatoes, one after another…!
- 21. Even More Executive Assisting Saved Mike 72 Hours (290 emails) 3 days You wouldn’t survive without water for that amount of time…
- 22. A Little More Executive Assisting For Marc…rush ordered 22 Trophies & helped plan 1 trip to Foxwoods
- 23. Business Cards in NY Business Cards Designed/Ordered 4,050. Money saved with new Moo deal $.14 per card as of January! In 2016 we’ve saved $402! Our new proposal, we’re aiming at saving $3,943.02 compared to 2015! Stay tuned for this in Q2! $7,483.02 $3,943.02 $- $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 $7,000.00 $8,000.00 2015 2016 Projected Spend Spend
Editor's Notes
- Launching EESupport@. By launching our own support line for facility and office requests, we are now able to track issues easier and respond to employees faster. Current global average is 25.4 hours Re-launching the Request Trello Board. By separating out office/facility issues from food requests, we were able to re-launch the Request Trello board with a new, easy way to request and vote for food items.
- Early January- Scheduling ad hoc wasn’t working. I organized myself by bundling meeting requests into a daily email where I collected relevant details on timing and priority from Daniel and Jon. I began sending 2 emails a day, one in the morning and one before EOD. End of February- New KPI- Mastering the process free-ed up time, so I created a new KPI for myself: Schedule a meeting with-in 1 business day of receiving a request. March- I’m able to schedule 95% of all Executive meetings using the 24-hour KPI. Meetings are booked more thoughtfully and with the quickness...
- Packages are from package log + estimated number Regis received for supplies Lunch estimated on 2 a week, depending on Lunch & Learns and client meetings Asked Katie about how many onsite interviews we had Guessing on the # of times Regis stole our scissors Meet ups added Savings on business cards
- Packages are from package log + estimated number Regis received for supplies Lunch estimated on 2 a week, depending on Lunch & Learns and client meetings Asked Katie about how many onsite interviews we had Guessing on the # of times Regis stole our scissors Meet ups added Savings on business cards
- Packages are from package log + estimated number Regis received for supplies Lunch estimated on 2 a week, depending on Lunch & Learns and client meetings Asked Katie about how many onsite interviews we had Guessing on the # of times Regis stole our scissors Meet ups added Savings on business cards
- Packages are from package log + estimated number Regis received for supplies Lunch estimated on 2 a week, depending on Lunch & Learns and client meetings Asked Katie about how many onsite interviews we had Guessing on the # of times Regis stole our scissors Meet ups added Savings on business cards
- Packages are from package log + estimated number Regis received for supplies Lunch estimated on 2 a week, depending on Lunch & Learns and client meetings Asked Katie about how many onsite interviews we had Guessing on the # of times Regis stole our scissors Meet ups added Savings on business cards
- Packages are from package log + estimated number Regis received for supplies Lunch estimated on 2 a week, depending on Lunch & Learns and client meetings Asked Katie about how many onsite interviews we had Guessing on the # of times Regis stole our scissors Meet ups added Savings on business cards