Generally, the Session Organizer is either the Engineering Leader who had engaged Optivem, their Team Lead, or whoever else has been chosen for this role
For individual sessions:
Type: One-off meeting
Participants: Individual participant
For group sessions:
Type: One-off meeting
Participants: All the individual participants together
During the contract reservation, please check:
Your team should be available for the whole period
In case of any known Public holidays and other non-working days, vacations and planned absences, please inform us so that we may accordingly adjust the the contract timelines
The following occurs after the contract has been signed:
Schedule the sessions as per the contract:
Session 1: Manager
Session 2: Team Lead
Session 3: Team
Please send us an email confirmation that you have completed the scheduling
We will send you an email to request that you to create a Shared Folder in your company drive (e.g. GDrive, OneDrive/Sharepoint, etc.)
We will create a spreadsheet file called "Scheduling" with the following tabs:
Tab "Team": This tab will contain a table with the columns: Name, Role
We will send you an email request to fill out the "Team" tab in the "Plan" file
You fill out the "Team" tab as follows:
Name: Name of the member (e.g. John Smith)
Role: Role of the member (e.g. CEO, CTO, Engineering Leader, Tech Lead, Backend Developer, Frontend Developer, Embedded Developer, ML Developer, Product Owner, Scrum Master, QA Engineer, UX Designer, etc.
You send us email confirmation that you've filled out the "Team" tab
In the case of a need for rescheduling, please contact us
In general, we minimize rescheduling, because:
As part of Preparation, you had already informed us of Public Holidays and other non-working days, vacations and planned absences; hence we do not expect surprises there
The only unpredictable factor is generally Sick Leave, so in the case that a team member is on Sick Leave we will try to offer a replacement slot, or otherwise substitute that team member with another one, or otherwise extend a group session
As this is your first engagement with us, we will be more lenient when it comes to rescheduled, as contrasted with Technical Coaching, Technical Consulting and Management Consulting below
Generally, the Team Lead is the Session Organizer for Technical Coaching sessions
Type: Recurring meetings
Participants: Team
During the process of reserving coaching and consulting, we agree upon the general days and times for the sessions based on your Timezones
The following is the process for scheduling sessions upfront (can be done as soon as the contract has been signed):
You can schedule recurring weekly meetings based on the start and end dates as agreed upon in the contract
Participants:
For Technical Coaching: Required: the team
For Technical Consulting: Required: the team lead
For Management Consulting: Required: the manager
For Public Holidays and other non-working dates known in advance:
Optivem Holidays: You will receive automated out-of-office messages from my calendar for our Holidays
Team Holidays: Please mark your team's Public Holidays in your calendar (taking into account all the countries if your team is international)
For all the above, you need to reschedule the dates upfront (please see Availability)
Please send us an email confirmation that you have completed the scheduling
During the Engagement Period, the Session Organizer may reschedule sessions for the following reasons, on behalf of the Session Participants and the Consultant:
The Session Organizer may reschedule a session due to Vacations, Travel, Team Building, Internal Trainings, or other Planned Absences by rescheduling at least 7 days in advance. We recommend rescheduling only if there is a team-wide absence period, whereby all/majority of the team is absent.
The Session Organizer may reschedule a session due to Sick Leave by rescheduling before the session start time. We recommend rescheduling only if there is a team-wide illness, whereby all/majority of the team is absent.
The Session Organizer may reschedule a session due to Natural Disasters, Power Outages, Router Failures or other similar reasons which prevented the Session Participants from joining
The Session Organizer may reschedule a session due to an Emergency (e.g. Critical Production Bugs, Urgent Meetings, etc.) by rescheduling before the session start time; sessions may be rescheduled due to this reason max 3 times during the Engagement period (otherwise they will be canceled). We recommend rescheduling only if the Emergency affects all/majority of the team.
For rescheduling initiated by the Session Participants, the new scheduled date can only be within the Engagement Period, as per availability of the Consultant.
Aside from rescheduling, the Client also has the possibility of session replacement. This means, in the case that Session Participants are unable to attend the scheduled session, and if rescheduling is not possible based on the conditions above, then the Client may choose to use the already scheduled session with a different set of Session Participants, to avoid losing that session.
The Session Organizer should reschedule at the earliest moment that is known that rescheduling should be done, so that you have a greater choice of alternative times.
The Session Organizer should cancel the session under the following circumstances where conditions for rescheduling were not satisfied:
The Session Organizer cancels the session if the rescheduling timeframes have been exceeded for the following: Public Holidays and other non-working days, Vacations or Planned Absences; this is applicable irrespective of the reason (irrespective of whether the Session Organizer did not reschedule on time or because the Session Participants did not inform the Session Organizer on time)
The Session Organizer cancels the session if the Session Participants had used Emergency as the reason, but the limit of max 3 Emergencies for the Engagement Period has already been exceeded
The Session Organizer cancels the session if the request for rescheduling was done on behalf of the Session Participants (irrespective of reason), but it was not possible to find a mutually suitable time for both the Session Participants and the Consultant within the Engagement Period
The Consultant will request the Session Organizer to cancel the session under the following circumstances of lateness without notice):
The Consultant will exit the session and request the Session Organizer to cancel the Session under the following circumstances: 10 mins or more have passed, and neither the Session Organizer nor Session Participants had sent any notification to the Consultant regarding lateness and their expected arrival time (the Consultant is not under any obligation to send reminders)
Тhe Session Organizer may also initiate cancellation in any other circumstances:
The Session Organizer may also self-initiatively cancel any session for whatsoever reason
The Consultant will be available to start sessions and end sessions as per scheduled times. The Consultant will start exactly on-time (or within 1 minute of the session start time), and will end the session exactly on-time (or 1 minute before the session end time).
There will not be any time extensions for the sessions in the following cases:
There will not be any time extensions if the Session Participant are late
There will not be any time extensions if the Session Participants need to leave early
There will not be any time extensions if the Session Organizer had scheduled shorter sessions
Generally, the Manager is the Session Organizer for Management Consulting sessions because the Manager is the primary/only participant
Alternatively, the Manager may have decided that their PA/PM/etc will do the scheduling of these sessions
Alternatively, the Manager may have decided to engage Optivem to perform the service of the Session Organizer role
The process is the same as for Technical Coaching; however, the difference is that instead of "Team" you can substitute "Manager" because the Manager is the primary/only participant