spearhead-issue-response/docs/training/team_leader.md

So you want to be a team leader? You've come to the right place! You don't need to be a senior team member to become a TL, anyone can do it providing you have the requisite knowledge (yes, even an intern)!

Credit: NASA

Purpose

If you could boil down the definition of an Team Leader to one sentence, it would be,

Take whatever actions are necessary to deliver projects and resolve issues for Spearhead Systems and customers.

The purpose of the Team Leader is to be the decision maker during an major incident; Delegating tasks and listening to input from subject matter experts in order to bring the incident to resolution.

The Team Leader becomes the highest ranking individual on any major incident call, regardless of their day-to-day rank. Their decisions made as commander are final.

Your job as an TL is to listen to the call, closely monitor and update DoIT and to watch the incident Slack room in order to provide clear coordination, recruiting others to gather context/details. You should not be performing any actions or remediations, checking graphs, or investigating logs. Those tasks should be delegated.

Prerequisites

Before you can be an Team Leader, it is expected that you meet the following criteria. Don't worry if you don't meet them all yet, you can still continue with training!

• Has excellent knowledge of the systems we work with and is able to quickly evaluate good vs bad options, and quickly identify what's actually going on.
• Been at Spearhead Systems for at least 6 months and has a solid understanding of the incident notification pipeline, automations and web stack.
• Excellent verbal and written communication skills.
• Has knowledge of obscure Spearhead terms.
• Has gravitas and is willing to kick people off a call to remove distractions, even if it's the CEO.

Responsibilities

Read up on our Different Roles for Incidents to see what is expected from a Team Leader, as well as what we expect from the other roles you'll be interacting with.

Qualities

Some qualities we expect from an effective leader include being able to:

• Take command.
• Motivate responders.
• Communicate clear directions.
• Size up the situation and make rapid decisions.
• Assess the effectiveness of tactics/strategies.
• Be flexible and modify your plans as necessary.

As a leader, you should try to:

• Be proficient in your job.
• Make sound and timely decisions.
• Ensure tasks are understood.
• Be prepared to step out of a tactical role to assume a leadership role.

Training Process

The process is fairly loose for now. Here's a list of things you can do to train though,

• Read the rest of this page, particularly the sections below.

• Participate in Definition of Done (DoD).

  • Shadow a DoD to see how it's run.
  • Be the scribe for multiple DoD's.
  • Be the team leader for multiple DoD's.

• Play a game of "Keep Talking and Nobody Explodes" with other people in the office.

  • For a more realistic experience, play it with someone in a different office over Hangouts.

• Shadow a current team leader for at least a full week shift.

  • Get alerted when they do, join in on the same calls.
  • Sit in on an active incident call, follow along with the chat, and follow along with what the Team Leader is doing.
  • Do not actively participate in the call, keep your questions until the end.

• Reverse shadow a current team leader for at least a full week shift.

  • You should be the one to respond to incidents, and you will take point on calls, however the current TL will be there to take over should you not know how to proceed.

Graduation

What's the difference between an TL in training, and an TL? (This isn't the set up to a joke). Simple, a TL puts themselves on the schedule.

Handling Incidents

Every incident is different (we're hopefully not repeating the same issue multiple times!), but there's a common process you can apply to each one.

1. Identify the symptoms.

   • Identify what the symptoms are, how big the issue is, and whether it's escalating/flapping/static.

2. Size-up the situation.

   • Gather as much information as you can, as quickly as you can (remember the incident is still happening while you're doing this).
   • Get the facts, the possibilities of what can happen, and the probability of those things happening.

3. Stabilize the incident.

   • Identify actions you can use to proceed.
   • Gather support for the plan (See "Polling During a Decision" below).
   • Delegate remediation actions to your SME's.

4. Provide regular updates.

   • Maintain a cadence, and provide regular updates to everyone on the call.
   • What's happening, what are we doing about it, etc.

Sysadmin

The sysadmin for an incident is generally the backup Team Leader. However, as a Team Leader, you may appoint one or more Sysadmins. Note that Sysadmins must be as qualified as the Team Leader, and that if a Sysadmin is assigned, he or she must be fully qualified to assume the Team Leaders’s position if required.

Communication Responsibilities

Sharing information during an incident is a critical process. As a Team Leader (or Sysadmin), you should be prepared to brief others as necessary. You will also be required to communicate your intentions and decisions clearly so that there is no ambiguity in your commands.

When given information from a responder, you should clearly acknowledge that you have received and understood their message, so that the responder can be confident in moving on to other tasks.

After an incident, you should communicate with other training Team Leader on any debrief actions you feel are necessary.

Incident Call Procedures and Lingo

The Steps for Incident Commander provide a detailed description of what you should be doing during an incident.

Additionally, aside from following the usual incident call etiquette, there a few extra etiquette guidelines you should follow as TL:

• Always announce when you join the call if you are the on-call TL.
• Don't let discussions get out of hand. Keep conversations short.
• Note objections from others, but your call is final.
• If anyone is being actively disruptive to your call, kick them off.
• Announce the end of the call.

Here are some examples of phrases and patterns you should use during incident calls.

Start of Call Announcement

At the start of any major incident call, the incident commander should announce the following,

This is [NAME], I am the Team Leader for this call.

This establishes to everyone on the call what your name is, and that you are now the commander. You should state "Team Leader" and not "TL", as newcomers may not be familiar with the terminology yet. The word "leader" makes it very clear that you're in charge.

Start of Incident, TL Not Present

If you are trained to be an TL and have joined a call, even if you aren't the TL on-call, you should do the following,

Is there a TL on the call?

(pause)

Hearing no response, this is [NAME], and I am now the Team Leader for this call.

If the on-call TL joins later, you may hand over to them at your discretion (see below for the hand-off procedure)

Checking if SME's are Present

During a call, you will want to know who is available from the various teams in order to resolve the incident. Etiquette dictates that people should announce themselves, but sometimes you may be joining late to the call. If you need a representative from a team, just ask on the call. Your deputy can page one if no one answers.

Do we have a representative from [X] on the call?

(pause)

Deputy, can you go ahead and page the [X] on-call please.

Assigning Tasks

When you need to give out an assignment or task, give it to a person directly, never say "can someone do..." as this leads to the bystander effect. Instead, all actions should be assigned to a specific person, and time-boxed with a specific number of minutes.

TL: Bob, please investigate the high latency on web app boxes. I'll come back to you for an answer in 3 minutes.

Bob: Understood

Keep track of how many minutes you assigned, and check in with that person after that time. You can get help from your deputy to help track the timings.

Polling During a Decision

If a decision needs to be made, it comes down to the TL. Once the TL makes a decision, it is final. But it's important that no one can come later and object to the plan, saying things like "I knew that would happen". A TL will use very specific language to be sure that doesn't happen.

The proposal is to [EXPLAIN PROPOSAL]

Are there any strong objections to this plan?

(pause)

Hearing no objects, we are proceeding with this proposal.

If you were to ask "Does everyone agree?", you'd get people speaking over each other, you'd have quiet people not speaking up, etc. Asking for any STRONG objections gives people the chance to object, but only if they feel strongly on the matter.

Status Updates

It's important to maintain a cadence during a major incident call. Whenever there is a lull in the proceedings, usually because you're waiting for someone to get back to you, you can fill the gap by explaining the current situation and the actions that are outstanding. This makes sure everyone is on the same page.

While we wait for [X], here's an update of our current situation.

We are currently in a IN-3 situation, we believe to be caused by [X]. There's an open question to [Y] who will be getting back to us in 2 minutes. In the meantime, we have Tweeted out that we are experiencing issues. Our next Tweet will be in 10 minutes if the incident is still ongoing at that time.

Are there any additional actions or proposals from anyone else at this time?

Transfer of Command

Transfer of command, involves (as the name suggests) transferring command to another Team Leader or even a Sysadmin. There are multiple reasons why a transfer of command might take place,

• TL has become fatigued and is unable to continue.
• Incident complexity changes.
• Change of command is necessary for effectiveness or efficiency.
• Personal emergencies arise (e.g., TL has a family emergency).

Never feel like you are not doing your job properly by handing over. Handovers are encouraged. In order to handover, out of band from the main call (via Slack for example), notify the other TL that you wish to transfer command. Update them with anything you feel appropriate. Then announce on the call,

Everyone on the call, be advised, at this time I am handing over command to [X].

The new TL should then announce on the call as if they were joining a new call (see above), so that everyone is aware of the new commander.

Note that the arrival of a more qualified person does NOT necessarily mean a change in incident command.

Maintaining Order

Often times on a call people will be talking over one another, or an argument on the correct way to proceed may break out. As Team Leader it's important that order is maintained on a call. The ITeam Leader has the power to remove someone from the call if necessary (even if it's the CEO). But often times you just need to remind people to speak one at a time. Sometimes the discussion can be healthy even if it starts as an argument, but you shouldn't let it go on for too long.

(noise)

Ok everyone, can we all speak one at a time please. So far I'm hearing two options to proceed: 1) [X], 2) [Y].

Are there any other proposals someone would like to make at this time?

...etc

Getting Straight Answers

You may ask a question as TL and receive an answer that doesn't actually answer your question. This is generally when you ask for a yes/no answer but get a more detailed explanation. This can often times be because the person doesn't understand the call etiquette. But if it continues, you need to take action in order to proceed.

TL: Is this going to disable the service for everyone?

SME: Well... for some people it....

TL: Stop. I need a yes/no answer. Is this going to disable the service for everyone?

SME: Well... it might not do...

TL: Stop. I'm going to ask again, and the only two words I want to hear from you are "yes" or "no. If this going to disable the service for everyone?

SME: Well.. like I was saying..

TL: Stop. Leave the call. Backup TL can you please page the backup on-call for [service] so that we can get an answer.

Executive Swoop

You may get someone who would be senior to you during peacetime come on the call and start overriding your decisions as TL. This is unacceptable behaviour during wartime, as the TL is in command. While this is rare, you can get things back on track with the following,

Executive: No, I don't want us doing that. Everyone stop. We need to rollback instead.

TL: Hold please. [EXECUTIVE], do you wish to take over command?

Executive: Yes/No

(If yes) TL: Understood. Everyone on the call, be advised, at this time I am handling over command to [EXECUTIVE]. They are now the team leader for this call.

(If no) TL: In that case, please cause no further interruptions or I will remove you from the call.

This makes it clear to the executive that they have the option of being in charge and making decisions, but in order to do so they must continue as an Team Leader. If they refuse, then remind them that you are in charge and disruptive interruptions will not be tolerated. If they continue, remove them from the call.

End of Call Sign-Off

At the end of an incident, you should announce to everyone on the call that you are ending the call at this time, and provide information on where followup discussion can take place. It's also customary to thank everyone.

Ok everyone, we're ending the call at this time. Please continue any followup discussion in DoIT and on Slack. Thanks everyone.

Examples From Pop Culture

Spearhead Systems employees have access to almost all previous incident calls, and can listen/read them at their discretion. Here are some short examples from popular culture to show the techniques at work.

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Here's a clip from the movie Apollo 13, where Gene Kranz (Flight Director / Incident Commander) shows some great examples of Incident Command. Here are some things to note:

• Walks into the room, and immediately obvious that he's the TL. Calms the noise, and makes sure everyone is paying attention.
• Provides a status update so people are aware of the situation.
• Projector breaks, doesn't get sidetracked on fixing it, just moves on to something else.
• Provides a proposal for how to proceed and elicits feedback.
  • Listens to the feedback calmly.
  • When counter-proposal is raised, states that he agrees and why.
• Allows a discussion to happen, listens to all points. When discussion gets out of hand, re-asserts command of the situation.
  • Explains his decision, and why.
• Explains his full plan and decision, so everyone is on the same page.

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Another clip from Apollo 13. Things to note:

• Summarizes the situation, and states the facts.
• Listens to the feedback from various people.
• When a trusted SME provides information counter to what everyone else is saying, asks for additional clarification ("What do you mean, everything?")
• Wise cracking remarks are not acknowledged by the TL ("You can't run a vacuum cleaner on 12 amps!")
• "That's the deal?".. "That's the deal".
• Once decision is made, moves on to the next discussion.
• Delegates tasks.